Create and Edit Digital Collections Records

1. Login to the Digital Collections Production Site

2. Select “Dashboard” located along the top grey bar.

3. Select “Create new work” from the blue icon near the top of the screen.

4. Add/edit metadata, following the guidelines given for each field, accessible here: Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time.

5. Select “Create Work” from the blue icon in the top right corner.

6. When prompted with file addition, either select “Cancel” and “Okay” to add images later, or proceed to the Ingest Images section of this document to add images immediately.

7. Perform quality checking and publish the work once images have been ingested and metadata applied. Select “Publish,” “Also publish all members.” The option “Leave members as they are” may apply to some oral history works.

This workflow is intended for the mass creation of items with the same external ID number, for example, a journal run or an archival collection.

Note: you must have a representative image for each record on hand in order to complete this process. This process will create one work per uploaded file.

1. Login to the Digital Collections Production Site

2. Select “Dashboard” located along the top grey bar.

3. Select “create Batch works” to create multiple works simultaneously.

4. Add/edit metadata, following the guidelines given for each field, accessible here: Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time. It is recommended to complete metadata which applies to all records at this time.

5. Proceed to the Ingest Images section of this document to add images. Only add representative images at this time.

6. Perform quality checking and publish the works once all images have been ingested and metadata applied. Select “Publish,” “Also publish all members.” The option “Leave members as they are” may apply to some oral history works.

1. Login to Digital Collections Production or Staging Site

2. Select “Dashboard” located along the top bar.

3. Select “Digitization Queue” from the left menu.

4. Select the collecting area to which the object you have digitized belongs.

5. Select the queue entry for the object.

6. Select “Create new attached work” from the blue icon under the item status.

7. Add/edit metadata, following the guidelines given for each field, accessible here: Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time.

8. Select “Create Work” from the blue icon in the top right corner.

9. When prompted with file addition, either select “Cancel” and “Okay” to add images later, or proceed to the Ingest Images section of this document to add images immediately.

10. Change digitization queue information to indicate “Individual metadata completed” from the digital object’s Metadata tab when you are finished editing the record.

11. Perform quality checks and publish the work once images have been ingested.

1. Login to the Digital Collections Production Site.

2. Locate the work to which you’d like to add metadata: search via keyword on the public interface or select “Dashboard” located along the top bar to use the back-end search options.

3. Select the work title to open.

4. Click the “Edit” button found below or beside the title.

5. Add/edit metadata following the guidelines given for each field. Information on each field can be found in the Metadata Guidelines document.

6. Click “Update Work” found in the upper right-hand corner to save changes.

The Representative Media is the asset that appears largest next to the metadata on a work view page and as a thumbnail in search results. To change:

1. Login to the Digital Collections Production Site.

2. Locate the work to which you’d like to add metadata: search via keyword on the public interface or select “Dashboard” located along the top bar to use the back-end search options.

3. Select the work title to open.

4. Click the “Edit” button found below or beside the title.

5. Scroll down to the bottom of the metadata edit form and select “Representative Thumbnail” for the Thumbnail/Representative Media you’d like to use.

6. Click the “Update Work” button found in the upper right-hand corner.

Note: If you delete a work’s representative asset, you will have to manually adjust the representative thumbnail selection.